Timesheets and Payroll Prep

 

Once you have added your time and set up the time clocks you wish to use, all employee punches and time clock activity flow into the Homebase Timesheets view. 

  • Timesheets include summaries of all time card activity and access to each individual time card. 
  • You can access Timesheets on your mobile app or on the web. We strongly recommend that you use the web to manage Timesheets, as it will be easier when making edits and when preparing for payroll.

Click the links below for more info on any of these topics.  

Edit Timesheets

Add/remove columns

Change a time card to the correct wage rate

View GPS and time clock photos

Import credit card tips from an integrated POS partner

Lock Timesheets

Running payroll using Homebase Payroll

Downloading timesheets using a 3rd-party payroll partner

Exporting timesheets to a 3rd-party payroll partner

Change an accidental unscheduled shift to a scheduled shift

Convert overage of paid break time to unpaid 

Overtime details

Convert decimal time to hour and minute format

Disable time tracking

 

 

How to edit Timesheets

  1. Sign in to your Homebase account at app.joinhomebase.com 
  2. Select the Timesheets tab in the navigation menu.
  3. Select the date range that you want to view. Select Show Tools to filter by employee or date.
  4. Click on a time card to open and edit.
  5. Click off to save changes.

Need Review

Any time cards that look like they need your attention are surfaced in the Needs Review section

  1. Click the time card to make the edit
  2. No need to save. We auto save all your updates to make the work fast. 

How to add/remove columns

Your employees are able to leave notes on their time cards in case they need to communicate an incorrect clock in/out time, break, or other information about their shift. Upon navigating to Timesheets on the web or from the mobile app, you will be able to view those notes by clicking directly on the time card with an employee note.

  1. Sign in to your Homebase account.
  2. Select the Timesheets 
  3. Select a date range, view, and/or an employee name to view time cards.
  4. Click on a timecard to see any notes left by your employee.

 Timesheets columns defined:

  • Scheduled Hours - These hours are tracked and recorded directly from the Schedule when Published.
  • Actual Hours - Actual Hours represent the entire time the employee was present that day until clock-out. Breaks are added into this time. 
  • Total Paid Hours - Total Paid Hours reflect the entire time from clock-in to clock-out. Breaks are taken out of this time.
  • Regular Hours - Regular Hours are all of the Total Paid Hours which did not qualify as Estimated Overtime.
  • Est. Overtime - Overtime Hours are recorded based on your current Overtime Settings and may not take into consideration other factors. 
  • Paid Time-Off - PTO reports the amount of Paid Time-Off afforded to the employee on that date. Click here for the  support article on PTO.
  • Penalty Hours - In some states, if an employee misses their required break, they are granted an extra hour (for example) of paid time. *Please consult your state labor laws for additional information on the specific state requirements. Click here for the support article on breaks. 
  • Estimated Wages - Estimated Wages is the monetary value owed to the employee based off of Total Paid Hours x Hourly Wage Rate. For salaried employees/managers, their daily earnings will be reflected based off of a 365 day year. This value does not include tips.

View the information you need to process payroll. Regular hours, overtime hours, breaks, wages, tips, and more are available here.

  1. Click Show Tools
  2. Click the menu under Column Options
  3. Check the columns that you want to view on the page
  4. Use the Horizontal bars to order columns as you'd like

How to change a time card to the correct wage rate 

There are currently two versions of Timesheets in Homebase that differ slightly. Please follow the steps that correspond with what you see on your Timesheets.

Version A Timesheets:

  1. Sign in to your Homebase account.
  2. Select Timesheets in the navigation menu.
  3. Select the time card that needs the correct wage rate attached.
  4. Select the role that has the correct wage rate.
    1. If you do not see the correct wage rate, the employee needs the role and wage rate added to their personal profile. Go to Team>Wages & Roles and add the role and wage rate to their personal profile.
  5. Save Changes.

Version B Timesheets

  1. Sign in to your Homebase account.
  2. Select Timesheets in the navigation menu.
  3. Select the time card that needs the correct wage rate attached.
  4. Select the pencil icon next to the employees name and then select the role that has the correct wage rate.
    1. If you do not see the correct wage rate, the employee needs the role and wage rate added to their personal profile. Go to Team>Wages & Roles and add the role and wage rate to their personal profile.
  5. Save Changes.

 

How to view GPS screenshots, time clock photos & edit history

 Select Timesheets on the web or on the mobile app

  1. Select the correct date range
  2. Select the camera icon or map icon on the time card you have selected. 
  3. View GPS location and use arrows to view additional GPS snapshots
  4. To view Edit History, select any time card to view, then tap the circular arrow icon in the top right corner of the time card window. 

How to import credit card tips from an integrated POS partner

  1. Sign in to your Homebase account
  2. Select Timesheets in the navigation menu.
  3. Select the gear icon in the upper right corner.
  1. Check the box Import Credit Tips.
    1. These can only be pulled if you are connected to a POS.
    2. The credit tips your employees earn during their shifts will auto-fill on timesheets.

How to lock timesheets

First enable timesheet approval in Settings:

  1. Sign in to your Homebase account.
  2. Select Settings in the navigation menu.
  3. Select Payroll in the left navigation.
  4. Check the box that reads “Lock timesheets after approval”.
  5. Save Changes in the top right corner.

Then approve timesheets:

  1. Select Timesheets in the navigation menu.
  2. Set the date range in the top left corner.
  3. Select Approve All in the top right corner to lock all timesheets for the pay period.
  1. If you do not want to Approve All, you can approve individual timesheets by locating the employee’s timesheet and checking the box all the way to the right of the shift.
  2. Approve in the top right to lock.

 

NOTE: If a manager tries to edit an approved time card, either on the web Timesheets or Homebase time clock devices, they will receive a warning that they are trying to edit an already approved time card and will not be allowed to continue.

 

Running payroll using timesheets and Homebase Payroll

Homebase Payroll deeply integrates with the rest of the Homebase app, including timesheets and time off, to seamlessly streamline all aspects of running payroll without needing to download or export any data. It's the fastest way to run payroll if you're already tracking your team's time. Learn more about Homebase Payroll here.

 

How to download and export timesheets to a 3rd-party payroll provider

Version 1 of Timesheets

  1. Sign into your Homebase account.
  2. Select the Timesheets tab in the navigation menu.
  3. Click Download or Export in the upper right corner of the page.
  4. Choose all timecards or choose payroll summary.
  5. Choosing all time cards will download a CSV file.
  6. Choosing payroll summary will open a full summary of the pay period. Select Download to download a .CSV or download to your payroll provider if you have one connected.

Version 2 of Timesheets:

  1. Sign into your Homebase account.
  2. Select the Timesheets tab in the navigation menu.
  3. Select the date range that you want to view. Use the quick filters for easy access to your recent payroll periods
    • Day view: View all time cards created by particular day.
    • Summary view: View the total hours for all employees (payroll view).
    • Detailed view: View all time cards for a range, per employee.
  4. Click on a time card to edit.

 

How to export timesheets to an integrated payroll partner

  1. Sign into your Homebase account.
  2. Select the Timesheets tab in the navigation menu.
  3. Click Export in the upper right corner of the page.
  4. Choose your export format. The default is CSV/Excel, but you can also choose to connect with your payroll provider and sync your data that way.
  5. Confirm what content you need in the export file:
    • Summary: Totals for each employee.
    • Detailed: Individual time cards for each employee.
    • By Type: All time cards grouped by a specific role.

Note: Homebase displays hours and minutes worked in decimal format. It is the most common preference for payroll companies and accountants when running payroll. We currently do not offer a way to change this format. If you wish to convert the time you see to minutes, simply multiply by 60 or utilize the conversion table here:

 

How to change an accidental unscheduled shift to a scheduled shift

Version A

When an employee clocks-in for their shift on Homebase, they are given the option to clock-in to their Scheduled Shift or an Unscheduled Shift (in the event of last-minute changes in the Schedule).

  1. Sign in to your Homebase account
  2. Select Timesheets in the navigation menu.
  3. Set the date range in the top left corner and Apply.
  4. Locate the employee and date.
  5. Select the (Unscheduled) shift.
    1. The shift will be labeled (Unscheduled).
  6. On the bottom of the timecard, select Reassign Timecard to a Scheduled Shift.
  7. Save Changes.

Version B

When an employee clocks-in for their shift on Homebase, they are given the option to clock-in to their Scheduled Shift or an Unscheduled Shift (in the event of last-minute changes in the Schedule).

  1. Sign in to your Homebase account
  2. Select Timesheets in the navigation menu.
  3. Set the date range in the top left corner and Apply.
  4. Locate the employee and date.
  5. Select the time card with the unscheduled shift.
  6. To the right, select Connect to Scheduled Shift.
  7. Click off the timecard to save.

Convert overage of paid break time to unpaid 

Homebase will automatically convert time overage on a paid break into unpaid break time to save money on unexpected labor costs. 

  1. Sign in to your Homebase account.
  2. Select Settings in the navigation menu.
  3. Select Breaks & Compliance in the left navigation.
  4. Check the box that reads “Convert excess time from a paid break to an unpaid break.” 
  5. Save Changes in the upper right corner. 
    • Unpaid and paid break time will be tracked and displayed on the Timesheets page.

Overtime pay for multiple pay rates

 

This estimated overtime pay calculation applies to hourly employees that have multiple pay rates in a weekly schedule; this is commonly referred to as a "weighted" or "blended" wage rate.

Overtime, Double Overtime, PTO, and Sick Leave will be calculated in Timesheets using the weighted wage rate. Please see more details on this calculation with the Department of Labor here.

Ultimately, how you choose to calculate overtime pay is up to you and you should consult your CPA with questions.

Calculating estimated wages with overtime

Regular Pay: First multiply each job rate by the number of job hours worked (overtime hours included), and adding these amounts together. This will give your regular pay amount.

Estimated Overtime (OT): Calculate your additional overtime amount by first dividing your regular pay by the total hours worked in the pay period (overtime hours included). This will give you the weighted average rate. Multiply this weighted average rate by 50% (for regular overtime) or 100% (for double overtime), and then multiply this rate by the amount of overtime hours to get the additional overtime pay.

Estimated Wages: Adding the overtime pay with your regular pay will give your total gross wages for the pay period.

Example

Your employee works as a waiter 30 regular hours a week at $15 per hour. He also works as a bartender 10 regular hours a week at $12 per hour. He decides to work an additional 10 hours as a bartender in overtime. The following calculation will be used for gross wages:

  1. 30 regular waiter hours x $15 waiter rate = $450 waiter pay
  2. 10 regular bartender hours + 10 OT bartender hours x $12 bartender rate = $240 bartender pay
  3. $450 waiter pay + $240 bartender pay = $690 regular pay
  4. $690 regular pay / 50 total hours worked = $13.80 weighted average rate.
  5. $13.80 weighted average x 50% x 10 OT hours = $69 OT pay
  6. $690 regular pay + $69 OT pay = $759 total gross wages

Overtime for salaried employees

Homebase can track overtime for salaried employees below the $47,476 yearly threshold. You can enable this feature by going to Settings > Overtime. Overtime will then be tracked and displayed on the Timesheets page. 

Add an annual salary

  1. Sign in to your Homebase account.
  2. Select Team in the navigation menu.
  3. Select an employee.
  4. Select the Wages & Roles tab.
  5. In the Wage Rate field, enter the annual salary. 
  6. Click the drop down box for hourly and select Annually.
  7. Save Changes in the top right corner.

For labor reporting purposes, salaried employees wages are assigned an equal share across every single day. For example, if you set an employee’s salary of $40,000 / 364 days (account for leap year), Homebase reporting would show $110 per day.

 

Convert decimal time to hour and minute format

We display timesheets in decimal format as it makes exporting data to payroll providers much easier. We currently do not offer a way to change this setting.

To convert the time you see to minutes, simply multiply by 60 or utilize the conversion table below.

 

Screen Shot 2016-03-28 at 6.52.23 PM

 

Set your payroll period

Only the owner of the account has the ability to change the payroll period.

  1. Sign in to your account.
  2. Select Timesheets in the navigation menu.
  3. Select the gear icon in the top right.
  4. Select Pay Period Settings.
    • Set the frequency.
    • Set the date.
  5. Select Confirm Pay Period.

Or

  1. Sign in to your Homebase account. 
  2. Select Settings in the navigation menu.
  3. Select Payroll in the left navigation.
  4. Select the drop-down next to "Payroll is run".
  5. Select the drop-down next to "Our next payroll period begins on".
  6. Select Save Changes in the top right corner.

 

Disable time tracking

Homebase allows you to use scheduling without time tracking. Doing this will remove the late alerts and errors on your time cards, but it also means your employees will no longer be able to clock in and out. You can re-enable time tracking any time. 

  1. Sign in to your Homebase account.
  2. Select Settings in the navigation menu. 
  3. Select Time Clock Options in the left navigation.
  4. Select Disable Time Tracking beneath the selection of time clocks.
  5. Save Changes in the top right corner.
  6. The Timesheets tab will be removed from the navigation bar when time tracking is disabled.